CONSTITUTION OF THE UNIVERSITY OF TEXAS AT AUSTIN

TURKIC CULTURES STUDENT ASSOCIATION  
 

ARTICLE I — NAME 

The name of this organization shall be known as the Turkic Cultures Student Association, hereafter referred as the TCSA.   

ARTICLE II — PURPOSE 

University of Texas at Austin TCSA is a non-political, non-profit volunteer based student organization whose objectives are:

• to promote cultural exchange for a better understanding and representation of Turkic culture and civilization throughout the University and Austin community,
• to present the interest of its members in dealing with the University of Texas at Austin administration and various student organizations,
• to assist/guide new Turkic students enrolled at the university,
• to provide a forum for the presentation of cultural, historical and scientific facts and innovative ideas to the benefit of the University community and the community of Austin in an extensive sense,
• to initiate/coordinate conferences, meetings and social events, which provide information about all Turkic countries (Azerbaijan, Kazakhstan, Kyrgyzstan, Turkey, Turkish Republic of Northern Cyprus, Turkmenistan, Uzbekistan)

 

ARTICLE III — MEMBERSHIP 

Section I — Eligibility

Anyone who is interested in Turkic culture shall be eligible for membership.  TCSA recognizes two types of memberships:

• Primary members
• Associate members

 

The primary (voting) membership of the TCSA is limited to only Turkic students of University of Texas at Austin. Primary members have voting rights in all meetings.  

Faculty, staff and scholars as well as the community living in Austin are eligible for associate membership, without voting rights.  Associate membership is open to any person within the community provided that he/she accepts the present constitution as a whole and is willing to promote the objectives of the TCSA.  Community members are strongly encouraged to participate in all activities.  

Section II — Membership

The membership requires an annual due ─ starting at the time of payment ─ stated in Article X, Bylaws section. It is presumed by paying membership dues that members have read and agreed to abide by the organization's constitution.  Any member who pays the due is an active member.  Only active primary members shall be eligible to hold an office.  

Membership and participation are free from discrimination based on race, religion, color, national origin, sex and sexual orientation.

 

Section III — Membership Removal

Any member may be removed from TCSA for violating the constitution. A written request to the Executive Committee shall be made, clearly indicating the reasons for removal. On such a written request, the Executive Committee decides if the notification has a firm basis. Executive Committee may ignore the request or may ask for a written defense from the member about whom the expulsion request has been made. The written defense shall be submitted within a week after the member has been notified. If the written defense is not submitted to the Executive Committee, or after reading the written defense, if the committee decides, a special meeting shall be called to bring the issue to the General Assembly for discussion.  A member is expelled upon the terms stated in Article V, Section III.b. 

ARTICLE IV — OFFICERS 

Section I — Requirements

The officers of this organization must meet the following requirements:

• Have a minimum grade point ratio (GPR) as stated below and meet that minimum GPR in the semester immediately prior to the election, the semester of election and semesters during the term of office.
• For undergraduate students, the minimum GPR is 2.00. In order for this provision to be met, at least six hours (half-time credits) must have been taken for the semester hours may be applied to this provision. In order for summer coursework to qualify toward a grade point ratio prior to election, at least six credit hours must have been taken during the course of either the full or two summer session (s).
• For graduate level students, the minimum GPR is 3.00. In order for this provision to be met, at least four hours (half-time credits) must have been taken for the semester under consideration. In one limited circumstance, summer semester hours may be applied to this provision. In order for summer coursework to qualify toward a grade point ratio prior to election, at least four credit hours must have been taken during the course of either the full or two semester session(s) unless fewer credits are required as they complete the final stages of their degree. 
   
  
• Be in good standing with the university and enrolled:
• At least half-time (six or more credit hours), if an undergraduate student (unless fewer credits are required to graduate in the spring and fall semesters) during the term of office, and
• At least half-time (four or more credits), if a graduate level student (unless fewer credits are required in the final stages of their degree as defined by the Continuous Registration Requirement) during their term of office. 
   
  
• Be ineligible to hold an office should the student fail to maintain the requirements.

 

Section II — Executive Committee and Officers

The Executive Committee shall be elected for one year (i.e. one term, three consecutive academic semesters not exceeding 12 months), starting the next semester following the election. 

The TCSA Executive Committee consists of 5 members:

• President
• Vice President for external affairs
• Vice President of internal affairs
• Vice President for finance and publicity director
• Vice President for media and communication

 

Presidency shall be held for one time only.  One must be enrolled for at least two academic semesters to be the President.  President of the previous Executive Committee may remain in the elected Executive Committee as a Vice President upon his/her initiative after elections. 
 
 
 

Section III — Duties

• Executive Committee shall be responsible for the administration of TCSA, the fulfillment of its purposes, the collection of membership dues, expenditure of the funds and to appoint chairpersons to the Functional Committees (see Article X, Section III for Functional Committees). 
   
  The Executive Committee shall present its activities program through the TCSA website and TCSA listserv for the academic year within 30 days following the elections. 
   
  
• The duties of the President shall be:
• to provide direction and motivation to the TCSA in achieving its goals,
• to call meetings of the Executive Committee and the General Assembly,
• to preside over Executive Committee and General Assembly meetings,
• to exercise general supervision over the activities of the Functional Committees and all affairs of the TCSA,
• to represent the TCSA in all University and social functions,
• to be a delegate to the International Student's Association Presidents' Council Meetings,
• to be responsible for all properties of TCSA,
• to approve spending and co-sign all checks. 
   
  
• The duties of the Vice President of Internal Affairs shall be:
• to coordinate social events (such as designing and conducting recreational programs, celebrations of national and religious holidays, etc.) in University and in Bryan/College Station community,
• to appoint chairperson for Functional Committee operating under Internal Affairs,
• to promote membership. 
   
  
• The duties of the Vice President of External Affairs shall be:
• to represent TCSA in International Student Association and Graduate Student Council,
• to coordinate/contact with other students' organizations nationwide,
• to keep the members updated regarding issues related with Turkish community,
• to appoint chairperson for Functional Committee operating under External Affairs. 
   
  
• The duties of the Vice President of Finance and Publicity Director shall be:
• to keep records of all meetings and make them available for members,
• to keep the members informed about Executive Committee meetings and handle all the necessary correspondence,
• to prepare the annual budget required by the University to obtain funds for the TCSA's operating expenses,
• to keep books on all finances,
• to inform the General Assembly on the budget and display the budget on the website,
• to coordinate all fund-raising activities and deposit the generated income. 
   
  
• The duties of the Vice President of Media and Communications shall be:
• to be responsible for managing TCSA webpage and TCSA listserv,
• to update the webpage on a frequent basis,
• to be responsible for preparation and distribution of visual materials for communication purposes,
• to appoint chairperson for  the Functional Committee operating under Media and Communications. 
   
  

Section V — Removal and Resignation of an Officer

The term of an officer may be terminated due to a constitutional or legal offense. A written request to the Executive Committee shall be made, clearly indicating the reasons for removal. On such a written request, the Executive Committee decides if the notification has a firm basis. Executive Committee may ignore the request or may ask for a written defense from the officer about whom the expulsion request has been made. The written defense shall be submitted within a week after the member has been notified. If the written defense is not submitted to the Executive Committee, or after reading the written defense, if the committee decides, a special meeting shall be called to bring the issue to the General Assembly for discussion. An officer is expelled upon the terms stated in Article V, Section III (a). An election shall be held within two weeks to fill the vacancy. 

An officer may resign from his/her positions anytime upon his/her decision.  A letter of resignation shall be submitted to the Executive Committee. Members of TCSA are informed regarding the resignation and elections shall be held within two weeks to fill the vacancy.  If the position can not be filled within two weeks, President may appoint an active member of TCSA to fill the vacancy on an interim basis. 

ARTICLE V — MEETINGS 

Section I — General Assembly

The General Assembly shall consist of all active primary and associate members of the TCSA. 
 

The General Assembly shall hold a minimum of one meeting per academic semester.  Additional meetings shall be called upon the request of the Executive Committee or at least half of the members. 
 

Members shall be notified of the General Assembly at least two weeks in advance through TCSA listserv and TCSA website. 

Section II — Executive Committee Meetings

Executive Committee shall meet at least 3 times per semester.  Executive Committee members may call for special Executive Committee meetings and the officers meet upon approval of the majority of Executive Committee members. 

Regular Executive Committee meetings shall be open to all the members of TCSA.  However, members shall not have the right to vote during Executive Committee meetings.  The dates of Executive Committee meetings will be announced through the listserv.  The minutes of each Executive Committee meeting shall be recorded and provided to the members via TCSA website and TCSA listserv in a timely manner. 

Section III — Quorum

In this constitution, quorum is defined as the number of people required to hold a legally constituted meeting, which is 50%+1 active primary members of TCSA.  Quorum is sought for all meetings. 
 

1. Votes of the super majority (i.e. two thirds - 2/3) of the quorum is required to pass:
• Resolutions to approve/change any Article or Section of the Constitution (except Article X — Bylaws),
• Resolutions to dismiss an officer from the Executive Committee.

 
If a quorum is not attained within half an hour after the time set for the meeting, the meeting shall be adjourned to a date one week from the date the meeting was called.  
 

b. Super majority condition is waived for all other resolutions except the ones listed in Article V Section III.a.  Simple majority (i.e. 50 % + 1) is enough to pass any resolution except the ones listed in Article V Section III.a. If a quorum is not attained within half an hour after the time set for the meeting, the meeting shall be adjourned to a date one week from the date the meeting was called. At this time the active primary members present constitute a quorum. 

Section IV — Voting Process

All active primary members of the TCSA who are in good standing have a right to vote.  

A vote may be called for only in legally constituted meetings with the appropriate quorum attained for the type of resolution to be voted.  

The voting process will be closed ballot, open tabulation (transparent) for all resolutions.  

ARTICLE VI — ELECTION PROCESS 

Section I — Schedule

The election of the officers shall take place in the General Assembly of the Spring semester in the third or fourth week of April.  The election meeting will be announced at least two weeks prior to the meeting through TCSA listserv and TCSA website. 

Section II — Election

The Executive Committee shall be elected for one year, starting the next semester following the election.

An Election Committee governs the elections of Executive Committee members. Election Committee members are selected among all the members (including primary and associate) of TCSA.  No member of the election committee can run for any office.  The Election Committee consists of 3 (three) members.   

All active primary members of the TCSA who are in good standing have a right to vote in the elections.  Membership has to be activated 24 (twenty four) hours prior to elections by paying the required membership dues in order to vote in elections.   

The voting process shall be close ballot, open tabulation for elections.  The candidate who receives the highest number of the votes wins the elections.   

The procedure for the election will be:

• Approval of the Executive Committee completing its term,
• Discussion and suggestions for the upcoming year,
• Selection of the Election Committee,
• Nominations for the Executive Committee candidates among members,
• Speech by candidates about their annual programs,
• Voting process,
• Counting and declaration of the results by the Election Committee.

 

ARTICLE VII — ADVISOR 

Section I — Expectations

The advisor/advisors is/are expected to help the Executive Committee forge its plans for the year, be prepared for the three annual meetings with the Executive Committee, and provide coaching, mentoring, advice, mediation, support, and other facilitation skills, either in a group setting or one-on-one with officers, in order to maximize the effectiveness of the Executive Committee. 

Section II — Selection Process

Any TCSA member may nominate advisor/advisors to the General Assembly during the elections.  A final decision is reached based on consensus within the General Assembly.   

Section III — Duties

In addition to expectations, the advisor/advisors shall:

• Approve all functions of TCSA, whether on or off campus.
• Approve and sign all expenditures of TCSA before payment.

 

Section IV — Replacement and Removal

If for any reason, the advisor is no longer willing and/or able to meet the expectations outlined in Article VII, Section I, the advisor will notify the Executive Committee.  The Executive Committee will then initiate the search process, if appropriate, with the outgoing advisor for a new advisor. 

ARTICLE VIII — FINANCES 

Section I — Dues

Dues shall be determined per academic year according to Bylaws, Article X, Section I and will be collected by the Vice-President for Finance. 

Section II — Financial Transactions

All monies belonging to the TCSA shall be deposited and disbursed through a bank account established by the organization at the Student Organization Finance Center and/or the Fiscal Office.  All funds must be deposited within 24 hours of receipt.   
 
 

Section III — Display

Any information about transactions shall be transparent and made available to all members upon request.  Annual budget shall be displayed on the website and sent to members through listserv prior to elections. 

ARTICLE IX— AMENDMENTS, ADDITIONS AND RATIFICATION 

Section I — Amendments and Additions

Amendments and additions to this Constitution, subject to review by the Department of Student Activities, may be made by the terms stated in Article V, Section III.a.  Proposed amendments and additions must be made available on TCSA website and through TCSA listserv at least one month prior to the meeting.  All revisions are incorporated into the body of the Constitution in their appropriate places. 

Section II — Ratification

Every year, the constitution is reviewed and submitted to the Department of Student Activities for approval. 

ARTICLE X — BYLAWS 

Section I — Membership Dues

The membership dues shall be $10.00 per year for both voting and associate members.  Dues shall be determined per academic year and will be collected from all members of this organization.   

Section II — Limitations

• This organization shall not be used as a platform for dissemination of an individual's/organization's religious, political and social views.
• No member of the organization shall have any right to the private use of, for whatever purpose, the name, the emblem, the activities, or any other sign, symbol, or token of the organization.
• The organization is not responsible for any public views and/or conducts of its members. 

 

Section III — Functional Committees

Functional Committees will be suggested by the General Assembly upon the desired activities. Related Vice Presidents will appoint a chairperson for each committee for a specific activity, or a specified time period. If no time period is set, the term will be one semester. The Executive Committee shall approve the appointees. Membership in these committees will be on a voluntary basis. The chairperson will coordinate the activities of the functional committee, inform committee members and all participants about meetings and activities, reserve rooms, make necessary suggestions and requests to the Executive Committee about their financial and material needs and inform the President on the achievements of the committee.